How to organize a chocolate festival from start to finish

A chocolate festival needs more than tables of samples. Start by fixing the date, venue and program, then secure chocolate suppliers, caterers and bakers before opening registration. Build the visitor flow around tastings and workshops, with separate plans for deliveries, chilled produce, power and allergy information. In the final week, confirm arrival times, prepare portions and sample cups, and check that every station has the equipment and staff it needs.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the date and program
2 people
2
Check the venue and permit
2 people
3
Contact chocolate suppliers
2 people
4
Confirm caterers and bakers
2 people
5
Make material reservations
6
Create site map
2 people
7
Determine power outlets and cable routes
2 people
8
Design invitations
9
Send invitations
2 people
10
Process registrations
11
Collect dietary requirements
12
Plan tastings and workshops
2 people
13
Open workshop registrations
14
Assign staff and volunteers
2 people
15
Confirm deliveries and arrival times
16
Make Menus and Allergen Cards
2 people
17
Create Price Lists and Direction Signs
2 people
18
Post on social media
19
Check first aid and safety supplies
2 people
20
Check the weather forecast and indoor space
21
Check stock and groceries
2 people
22
Do the shopping
3 people
23
Receive chocolate and pastries
3 people
24
Keep fresh produce cool
2 people
25
Prepare portions and sample cups
4 people
26
Label allergens and diet portions
2 people
27
Set out presentation materials
2 people
28
Clear the site
4 people
29
Set up tents and parasols
5 people
30
Set up tables and chairs
4 people
31
Connect power and extension cords
2 people
32
Hang lighting
3 people
33
Hang up decorations
3 people
34
Mark the stall layout
2 people
35
Set up chocolate stalls
6 people
36
Set up workshop tables
3 people
37
Set out tasting portions
4 people
38
Set up coffee and tea station
2 people
39
Fill coolers
2 people
40
Test cash register and pin terminal
2 people
41
Put up signs and signage
2 people
42
Check toilets and sinks
2 people
43
Brief staff
4 people

Event

44
Open entrance and reception
3 people
45
Welcome visitors
3 people
46
Hand Out Tasting Vouchers
2 people
47
Serve chocolate
6 people
48
Serve hot chocolate
3 people
49
Serve coffee and tea
2 people
50
Present Pastries and Desserts
3 people
51
Lead the workshops
4 people
52
Demonstrate chocolate tempering
2 people
53
Demonstrate pralines
2 people
54
Refill drinks
2 people
55
Restock tableware and tasting materials
2 people
56
Empty trash bins
2 people
57
Clean tables in between
2 people
58
Keep stock refrigerated
2 people
59
Announce final sales round
60
See visitors out
3 people

Aftercare

61
Pack leftovers safely
4 people
62
Close the cash register and card payment terminal
2 people
63
Wash dishes and kitchen utensils
4 people
64
Dismantle booths and worktables
5 people
65
Take down tents and decorations
5 people
66
Collect and sort waste
4 people
67
Sweep and clean the area
3 people
68
Clean the restrooms
2 people
69
Put furniture back
4 people
70
Inventory materials
2 people
71
Clean borrowed equipment
3 people
72
Return materials
2 people
73
Distribute leftover food
2 people
74
Collect lost and found items
75
Archive invoices and receipts

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 3
Foldable tablesqty 18
High tablesqty 8
Folding chairsqty 80
Market stallsqty 12
Tablecloth coversqty 24

Tableware

Coffee cupsqty 100
Glassesqty 180
Dessert platesqty 180
Teaspoonsqty 180
Forksqty 180
Tasting cupsqty 500
Napkin dispensersqty 12

Equipment

Chocolate meltersqty 6
Hot drink urnsqty 4
Kettlesqty 3
Coffee machinesqty 2
Coolersqty 6
Card machinesqty 3
Cash boxesqty 3
Extension cordsqty 8
Power stripsqty 8
Fire extinguishersqty 4

Kitchen

Mixing bowlsqty 12
Measuring cupsqty 6
Kitchen scalesqty 4
Spatulasqty 12
Whiskqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Piping bagsqty 100
Baking traysqty 12
Silicone matsqty 12
Serving tongsqty 12
Pouring ladlesqty 6
Digital thermometersqty 6
Cold thermometersqty 6

Decorations

String lightsqty 8
Buntingqty 10
Chocolate postersqty 12
Table decorationsqty 18
Menu boardsqty 12
Allergen cardsqty 24
Route signsqty 10

Lighting

LED lampsqty 12

Cleaning

Waste binsqty 12
Mop setsqty 3
Cleaning bucketsqty 4
Hand broomsqty 4
Dustpan and brushqty 4
Hand soap dispensersqty 8
Toilet brushesqty 4
Microfiber clothsqty 30
Cleaning glovesqty 12

Catering

Groceries
Stools for workshopsqty 30
Tasting platesqty 40
Chocolate boxesqty 150
Price tagsqty 80
Wristbandsqty 250
Tasting vouchersqty 800

Tips

Set the program before inviting people. Give each tasting or workshop a start time, capacity and duration, then open workshop registration early enough to see where demand is highest.
Contact chocolate suppliers, caterers and bakers before ordering supporting stock. Confirm delivery times in writing and leave a buffer of at least 60 minutes for late arrivals or temperature checks.
Map power before placing chocolate melters, hot drink urns, kettles and coffee machines. Keep extension cords and power strips away from visitor routes, and assign each high-load appliance to a suitable outlet.
Collect dietary requirements during registration, not at the entrance. Prepare menus and allergen cards before the event, and use separate tools or clearly marked areas when portions contain different ingredients.
Prepare tasting portions close to opening time and keep fresh produce cool until needed. Plan at least one sample cup per registered tasting place, plus 10% extra for replacements, spills and walk-ins.

Frequently asked questions

How far in advance should I plan a chocolate festival?: Start at least 8 to 12 weeks ahead. Use the first two weeks for the date, venue, permit and program, then confirm suppliers and materials before sending invitations.
How many chocolate suppliers do I need for a festival?: For a small festival, plan on 3 to 5 suppliers so visitors can compare styles and products without creating an unmanageable delivery schedule. Confirm each supplier at least 3 weeks before the event.
How much extra chocolate should I order for tastings?: Order enough for every registered tasting place plus 10% extra. If a tasting serves 100 people, prepare portions for 110 to cover spills, replacements and unexpected visitors.
When should I prepare chocolate tasting portions?: Prepare most portions on the day of the festival, typically 2 to 4 hours before opening. Keep temperature-sensitive items cool and avoid leaving finished samples exposed for longer than necessary.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.